Bulk Deliveries ASN EXTRANET USER GUIDE

Transcription

1 Bulk Deliveries ASN EXTRANET USER GUIDE 1

2 Contents: General User Notes page 3 The Bulk Delivery process page 4 Setup for the Extranet page 5 Definitions page 6 Logging In page 7 Creating a new ASN page 9 ASN Identifier page 15 What if I m unable to fulfil the order page 19 Save & Exit an order page 22 Confirmation Screen / Closing the ASN page 27 Confirmation Screen / Confirming the ASN page 28 Viewing the ASN page 31 Exiting the ASN Extranet page 33 Contact details page 36 2

3 General user notes: Do not use the BACK button on your browser to migrate through screens as the application will not work correctly. Please use EXIT / CLEAR SCREEN button to move through screens If while using the application, you experience an application error, please log back on to the system and continue where you left off. If you are unable to do so, please contact the House of Fraser IT Service Desk (hhofis@hof.co.uk or +44 [0] ) Ensure dates are always entered using the format DDMMYYYY 3

4 The Bulk Delivery process: Purchase orders will be raised from HoF electronically either via EDI, over ftp or by NOTE: If you are still receiving your orders by post / fax please complete the Connection Registration form at to register to receive electronic orders. The orders are picked and packed single SKU per containers and the containers should be labelled with the details of the products within them i.e. product reference and quantity The ASN should be created using the extranet application with the total quantities shipped entered on to the system The ASN should be confirmed and sent through to HoF A booking should then be made at the NDC for the delivery quoting the number of pallets, containers and units. You will also need to quote the ASN number On arrival at the NDC each container will be opened and the goods receipted in to the warehouse. They are then picked and sent to stores when required 4

5 Setup for the Extranet: To access the ASN Extranet application a suppliers must have access to the Internet. On completion and submission of the Connection Registration form, suppliers will receive a USER NAME and password from the HoF B2B Registration team, together with a URL to be used on the Internet. To obtain the Connection Registration form please go to If you have any issues with accessing the system, please contact the House of Fraser IT Service Desk on +44 [0]

6 Definitions: HoF House of Fraser ASN Advanced Shipping Note PO Purchase Order 6

7 Type in your User Name and password Then click Submit PLEASE NOTE: This screen is case sensitive PLEASE NOTE: You will receive your User Name and Password from our B2B Registration team on completion and submission of a Connection Registration form 7

8 Click on ASN Maintenance Screen PLEASE NOTE: If you receive orders by the Supplier maintenance link is used for maintaining the addresses that HOF uses to send orders to. You can also use it to change the recipient for the GRN reports you receive from HOF. 8

9 Creating a new ASN: This is the main ASN Maintenance screen: PLEASE NOTE: To create a new ASN for a Bulk Delivery order type in an ASN Identifier of your choice. It can be any combination of numbers or letters up to a maximum of 13 characters. It must not include spaces Check the delivery window is valid for the order you wish to create an ASN for and click New ASN button To view an existing ASN, type the number in the ASN Identifier field and click Query ASN 9

10 PLEASE NOTE: You will be presented with a list of orders: Both Bulk orders (and Crossdock if applicable) which are - Valid for your supplier account number Valid for that delivery window displayed With outstanding quantities after a previously created ASN Authorised for delivery Click on Add Order next to the order that you wish to process 10

11 PLEASE NOTE: If you cannot see the order number that you require, click on Clear Screen and overtype the delivery date with an earlier date. If the order is still not displayed you should check with the Buying office that the order is still valid and required The delivery window defaults to the current date [From] to current date + 14 days [To] 11

12 The system will prompt you to enter your ASN Identifier 12

13 ASN Identifier: For a bulk delivery order you will be prompted to enter your own ASN id for the order that you select. The ASN identifier is NOT generated by the website. The ASN number you create can be any combination of numbers and/or letters but must not be more than 13 characters in total. The ASN must also be unique (i.e once an ASN number is used for a shipment to HOF the same ASN number cannot be used again, even for a different order). The ASN number must not include spaces or special characters such as _, - or / 13

14 Enter your ASN identifier Click on Add Order 14

15 PLEASE NOTE: If you enter an invalid ASN the system will display a message and will not allow you to proceed until you enter a valid ASN 15

16 PLEASE NOTE: When you select an order you will be prompted to select how you wish to see the products displayed for that order. If this pop-up window does not appear please check that your browser is set to allow pop-ups from House of Fraser. Please select one of the following: House of Fraser Line Item Number or Supplier Reference Number or EAN (European Article Number) PLEASE NOTE: If this pop-up window does not appear please check that your web browser is set to allow pop-ups from House of Fraser 16

17 You will see all ordered items displayed as well as the ordered quantities The quantity displayed in the ASN Qty column is the amount outstanding for that PO PLEASE NOTE: At this point in the process you need to tell the system the quantities of each product you have fulfilled 17

18 What if I am unable to fulfil the order? If you are unable to fulfil the full amount then you can overtype a lower value in ASN Qty field PLEASE NOTE: You cannot enter more than the maximum outstanding value in the ASN qty column. If you physically ship more than what is on the ASN the NDC will receipt the excess and your invoice will be paid if the excess qty does not exceed your delivery tolerance. 18

19 If you are unable to fulfil the full amount and the quantity that you are shipping for the particular item is zero then you can overtype the value in box with zero quantity 19

20 The system will not accept a blank field against ASN Qty. The ASN Qty field must have a value. This value can be 0. 20

21 Save & Exit an order: Click Save & Exit once you have finished working on the order 21

22 PLEASE NOTE: You must NOT add more than order to an ASN. The NDC will reject the ASN if it contains more than one order. Click on Amend Order if you wish to make any amendments to that order 22

23 PLEASE NOTE: At this point you can either amend the order or remove the order or you can select Confirm which will take you to the confirmation screen PLEASE NOTE: By choosing Remove Order function you can delete everything you have done so far for that order and go back to start for that order 23

24 Select Confirm if you wish to Confirm the ASN 24

25 If you clicked on Exit instead of Confirm the system will prompt you to confirm ASN. Click Cancel and then choose Confirm (see page 24) 25

26 On selecting Confirm you will be taken to the Confirmation Screen If you choose to Close theasn the system will promptyou that the ASN has not been confirmedand sent to House of Fraser. However choosing this option will allow you to go back to this ASN and make amendments 26

27 PLEASE NOTE: Before Confirming the ASN you should go in and check the quantities have been amended correctly. You cannot make any changes to the ASN once you have confirmed it. Click Confirm if you wish to confirm the ASN. The ASN will be automatically sent to House of Fraser 27

28 PLEASE NOTE: If the order goes out of date and to a status of cancelled you will not be able to complete the ASN or send this delivery to the NDC. You will then need to contact the HOF Buying Office to see if it s possible to have the date extended - this will depend on the order type. If it s possible you will be able to reinstate the original ASN and carry on from where you left off. If it s not possible, then this order can not be delivered and you will need to ask the Buying office to raise a new order. 28

29 The ASN has been confirmed and sent Click Print if you wish to Print the confirmation screen PLEASE NOTE: HOF recommends that you do this so that you have proof that your ASN was created and sent 29

30 Viewing the ASN PLEASE NOTE: You can view an ASN from the main ASN Maintenance Screen Type in the ASN number Then click on Query ASN 30

31 Click on View order if you wish to see the confirmed order 31

32 Exiting the ASN Extranet PLEASE NOTE: To exit the application simply click Exit from the screen you are in. If you are part way through creating an ASN the system will prompt that you have not completed the ASN, but it will save any data you have entered so far. 32

33 Click Log Out 33

34 The system will take you to the Login screen. You can now safely close the Extranet 34

35 Contact Details: HOF (CAPGEMINI): IT Service Desk +44 [0] National Distribution Centre : PARK FARM IND EST, SHAW CLOSE WELLINGBOROUGH NN8 6BN NDC Helpdesk Team +44 [0] NDC-helpdesk@hof.co.uk NDC Compliance Team +44 [0] NDC-compliance@hof.co.uk NDC Bookings Team +44 [0] NDC-bookings@hof.co.uk 35